Basic Issues
Equipment that may be used for elections comes from a wide variety of sources and in an often bewildering array of shapes, sizes, and possible functions. In determining the range, method of acquisition and maintenance of election-related equipment, essential issues that require consideration include:
Legislative definitions of equipment that must be used by the electoral management body. While the functions that equipment should serve are useful to include in legislation, too restrictive a legislative definition of the materials from which equipment, or its components, must be made can restrict the ability of the electoral management body to take advantages of technological change or new materials available in the market.
The election environment. Different equipment configurations will be more suitable for different climatic, security, and maintenance support conditions. Depending on the environment, equipment that does not meet the following conditions, for example, would not be advisable:
- capable of performing under, for example, extremes of heat, dust, or humidity, when these are likely to be encountered;
- capable of providing high levels of security where security risks are high (or conversely has high security features where these are not necessary);
- capable of being understood by its likely operators and/or voters;
- can be maintained and logistical supported locally;
- does not waste resources, no matter how low the initial cost.
Costs and benefits to voter service. In evaluating potential equipment acquisitions, cost-effectiveness issues must be considered. Equipment should do more than promote a progressive corporate image for the electoral management body; it should also bring real and reliable benefits to voter service in a cost-effective manner.
Management Issues
To ensure effective and economical supply of all election equipment needs, the electoral management body needs to carefully plan equipment provision at both the strategic and operational levels. In developing equipment management programs, the following are significant matters requiring consideration:
- integrating equipment management programs with the overall election planning process so that appropriate equipment types and acquisition timing is achieved;
- establishing reliable source data for the quantities of equipment required, the locations at which they will be required, and the links to systems providing voter registration data and voting station location data;
- planning equipment needs well in advance, both to ensure that required equipment is available in sufficient time for use, and to avoid any penalty costs of last-minute acquisitions--paying special attention to items with long supply lead times, either due to complex and/or innovative design specifications, or sourcing from distant or international sources;
- developing detailed specifications for all equipment needs, to ensure that the functionality required of equipment is achieved;
- implementing accurate systems for monitoring equipment on hand--quantities, locations, movements--and monitoring the acquisition process, to aid in reviews of election readiness and provide an audit trail for equipment management;
- ensuring that acquisition methods are cost-effective. Since most election equipment will be used infrequently, the possibilities of hire or lease for durable equipment, or use of disposable equipment, may be considered;
- ensuring that all uses of equipment are considered in the planning of required equipment quantities and delivery timing, not just those on voting day, but for earlier activities such as polling officials training, public information, voter education, and later functions such as dealing with election challenges and maintenance programs.
Further information on specific classes of election equipment can be found at:
Disposable Equipment
Recent development of disposable voting station equipment--ballot boxes, voting compartments, or booths, and furniture made of corrugated cardboard or plastic sheeting--provide lightweight, easily transportable and cost-effective alternatives to traditional durable equipment while meeting election security and transparency requirements. In many environments, disposable equipment represents a more practical alternative to holding large stocks of durable equipment for infrequent use.
Where lightweight cardboard equipment is used, assembly methods should form part of polling official training, and assembly instructions should be provided with the equipment.
A further side benefit may accrue from using disposable cardboard equipment in general, namely, where schools are used as voting stations, the disposable cardboard ballot boxes, voting compartments, and barriers can be left at the school for use by teachers and civic educators in continuing voter education for students.
Assurance of Performance
Methods of assurance that all election equipment will perform to the expected standard on voting day are necessary. Performance assurance methods require the preparation of detailed specifications, thorough testing, and implementation of continuing maintenance programs (see Equipment Quality Control and Maintenance).
